Front Desk Coordinator

Fred Olivieri Construction•North Canton, OH

21h•Onsite

About The Position

The Front Desk Coordinator is the first point of contact for clients, visitors and other guests of Fred Olivieri Construction Company, and is responsible for providing clerical support to the estimating team. Duties include, but are not limited to, data entry, routing incoming calls, sorting and distributing mail, clerical tasks for estimating, maintaining bid files, as well as providing support across various departments.

Requirements

High school diploma or equivalent
1-3 years of administrative experience, preferably in construction or a related field
Strong verbal and written communication skills
Excellent interpersonal and customer service skills
Basic understanding of administrative and clerical procedures and systems
Excellent organizational skills and attention to detail
Ability to manage multiple deadlines and priorities
High proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint) and PDF editing tools (Adobe)
Ability to be flexible and adapt to changing priorities

Nice To Haves

Experience in a construction, engineering, or estimating environment
Basic understanding of construction terminology and processes
Experience with estimating or construction management software

Responsibilities

Greet clients, visitors, and guests in a professional and positive manner
Answer the phone in a timely manner and direct calls to the appropriate person
Receive mail, documents, packages, and courier deliveries and distribute to appropriate person
Prepare and send out all packages and letters
Maintain reports related to current projects and bids
Update office contact lists and distribute to office personnel
Maintain conference room schedules
Ensure office equipment is working properly and call for maintenance as needed
Maintain inventory of kitchen and office supplies
Ensure the common areas are clean and orderly at all times
Perform administrative and clerical support tasks including, but not limited to, scanning documentation, preparing forms, and completing registrations
Assign and set up new estimate numbers and project files (digital and physical)
Create, compile, and manage digital bid folders and all related documentation
Download, distribute, and organize plans, specifications, and addenda
Maintain bid calendars, deadlines, and tracking logs
Coordinate subcontractor and vendor outreach, bid invitations, and follow-ups
Monitor and update subcontractor participation and bid status in estimating platforms
Maintain and update subcontractor database, including contact details, qualifications, bid history, and cost tracking
Track bid outcomes and maintain records for awarded and unawarded projects
Prepare and distribute routine reports (daily, weekly, monthly, annual)
Distribute, collect, and track subcontractor qualification forms and reviews, ensuring proper documentation storage
Manage subcontractor qualification forms, including distribution, collection, tracking, and filing
Assist with bid form completion and submission when required
Compile, print, and organize bid packages for estimator review
Assist with printing plans, organizing physical files, and general estimating support tasks